Online Form W-2 Available at OSU

OklahomaStateUniversity is required by law to furnish a Form W-2 to any employee who has worked for OSU during any calendar year. The Form W-2 itemizes the employee’s taxable compensation and tax withholding amounts and is used to complete the employee’s individual tax returns. Other tax-related information, such as amounts contributed for dependent care, the taxable cost of group-term life insurance over $50,000, and elective deferrals, is also reported on the Form W-2.

In years prior to calendar year 2008, OSU employees only received paper copies of their Form W-2s. Since 2008, OSU employeescould elect to receive their Form W-2 online (no paper copy) through the Web for Employees portal. If an employee does not elect to receive the online version of the Form W-2, a paper Form W-2 will still be provided.

What are the Advantages of Receiving a Form W-2 Online?

  • Employees do not have to wait for their Form W-2s to be printed, sorted, and distributed through the normal W-2 process.
  • Employees can view and print their Form W-2s at their convenience; therefore, the possibility of lost or misplaced forms is greatly reduced.
  • Employees can review and reprint their Form W-2s at a later date as the Form

W-2 information is stored securely on Web for Employees.

The Basics of the Online Form W-2

  • The online Form W-2 is accessed through Web for Employees just like an employee’s payroll advice. Web for Employees is located at Click on the blue “Click Here to Enter Employee Self Service” to login using your 8-digit campus wide ID, 9-digit Social Security number, or your 16-digit ID Card number and your Web for Employee PIN or your Okey email address and password.
  • The online Form W-2 can be viewed and/or printed and the print option can be changed by using the following two options found under the Payroll Services tab in Web for Employees:
  • W-2 Wage and Tax Statement – this option allows employees to view and print theironline Form W-2 in IRS format or text format.
  • W-2 Print/No Print Option Flag – this option allows employees to change to an online Form W-2 by selecting “No” or revert back to a printed Form W-2 by selecting “Yes”.
  • See print screens below reflecting the screens used to retrieve and print your W-2.

  • The new online method of delivery is very similar to that of the payroll advice. If employees select the “No-do not print and mail W-2” option, they will receive an email notification as soon as theirForm W-2 is available on Web for Employees. The employees may then view and printtheir Form W-2 at their convenience.
  • If employees do not select the “No-do not print and mail W-2”option, theywill receive a paper Form W-2 at a later date after the forms have been printed, sorted, and distributed just as in the past.
  • The online Form W-2 will be made available to all employees through Web for Employees; however, only those who select the “No – do not print and mail my W-2” option will receive an email notification.
  • All online Form W-2s will be available on Web for Employees for ten years. Current and former employees will be able to view and reprint their W-2s anytime at their convenience.
  • Payroll Services will still provide Form W-2 reprints to employees upon requests. However, because employees have the ability to reprint their own Form W-2s through Web for Employees, Payroll Services will limit the processing of reprints to Fridays beginning the first Friday in February. Computers and printersareavailable in all buildings around campus for employees to view and reprint their own FormW-2, just as they do their payroll advices.
  • The following disclosures apply to the “No – do not print and mail my W-2” option only:
  • The consent to receive the online version of the Form W-2 will remain in effect until (1) it is withdrawn by the employee through Web for Employees or via a written request to Payroll Services, (2) the employee requests a paper statement implying that the online delivery method is no longer preferred, (3) the employee completely separates from OSU employment, or (4) the employee does not have an active assignment for January of the current year at the time the Form W-2 process begins. The Form W-2 printing, sorting, and distributing processbegins January 10 and continues through January 31.
  • The Form W-2 may still need to be printed and attached to an employee’s individualfederal, state, and/or local income tax returns. IRS guidelines require the Form W-2 to be printed in black ink on white paper stock with a minimum weight of 9 lbs. All hardware and software requirements are listed in the Disclosures section on the print option page in Web for Employees.
  • Employees may select or deselect the no print option at anytime except during the W-2 process when this feature will be disabled.
  • Employees will receive a confirmation email anytime their print/no print options are changed.
  • If a corrected Form W-2 is required for an employee, the online Form W-2 will be taken offline for that year as special handling is required. The employee will need to contact Payroll Services and a paper W-2C will be provided.
  • Employees may also contact Payroll Services with any questions regarding their Form W-2 elections. Phone calls and faxes should be directed to 405.744.6372 and 405.744.4149 respectively. Written requests should be addressed to OSU Payroll Services, 409 Whitehurst, Stillwater, OK 74078 or .